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Documentation > MAC-PAC Reference Library > Distribution > Order Processing > Key Concepts and Procedures > Return Merchandise Authorization (RMA) > RMA Acknowledgment

RMA Acknowledgment

 

Since your RMA has an RMA Print Release code of (I) Immediate, the following RMA acknowledgment

 

DATE   11/19/92                              ANDERSEN SOFTWARE EUROPE                                             PAGE     1

TIME    9:33:37                              RUE DE GRAND CHIEN 1                                                 CO     001

REPORT   OP710A                                                                                                   WHS    BEL

  BASE CURRENCY  USD   UNITED STATES DOLLARS

                                              RETURN MATERIALS AUTHORIZATION

                                                   RMA NUMBER  00000036

 CUSTOMER  WMINC                           CUSTOMER  WMINC

 SOLD TO   WATCH MAKERS INC.               RETURNED  WATCH MAKERS INC.                RETURN  WATCH PARTS CONSOLIDATED

           DISTRIBUTION CENTER WM1         FROM      DISTRIBUTION CENTER WM1          TO      1234 STATE STREET

           1010 ED STREET                            1010 ED STREET           CHICAGO, ILLINOIS 60602

                                                                                                                         

           USA                                       USA                                      USA   

 RMA DATE          11/19/92

 EXP RCT DATE      12/02/92

 CREDIT MANAGER

 SHIP TERMS        PRE-PAID POSTAGE        FOB      SHIPPING POINT

          Partially damaged shipment.  Replacements will be sent

          immediately.

  LIN     PART NUMBER/       RETURN

  NO      DESCRIPTION        QUANTITY          UM         REASON FOR RETURN               UNIT PRICE          EXTENDED PRICE

  ---     ---------------   ----------         --         -----------------               ----------          --------------

  001     WATCH                3.000           EA         DAMAGED GOODS                     110.000                  330.00

          WATCH WITH STRAP

          These watches were damaged due to poor handling by

          the shipping department, not because of incorrect

          packing methods.

  002     WATCH FACE           5.000           EA         OVERSHIPMENT                        4.500                   22.50

          WATCH FACE

          These watch faces were an overshipment.  You will

          be credited for the return.

                                                                              TOTAL RETURN                           352.50

                                                       ** END OF REPORT **

         RMA Acknowledgment printed upon completion of the RMA.

         This report should be sent to Watch Makers Inc. for their records.

Send this acknowledgment to Watch Makers Inc. for their records.

Once you receive the watches and watch faces, access the RMA Receipt Control conversation.  In RMA Receipt Control enter the total number of watches (3.00) and watch faces (5.00) returned to you.  The RMA reason codes (DG and OS) will default from the RMA you originally entered (00000036).

The RMA Receipt Status Codes for customer credit, inventory adjustment, and replacement sales order will default from the RMA Reason Codes on RMA 00000036.  If the watches or watch faces are serial controlled, you can call the Serial Number Assignment Window from RMA Receipt Control by entering an 'S' in the Select field.  The serial Number Assignment Window allows you to enter the serial numbers of the returned items.  See key concept on Shipping and Billing, Serial Number Tracking in this manual for more information.

 

WILLIAMS    CO  001           RMA RECEIPT CONTROL              USD    12/02/92

 DSP01       WHS BEL                                                 MULTI-LINE

                                                                               

 Bill-to WMINC        WATCH MAKERS INC.                     RMA Number 00000036

 Ship-to WMINC        WATCH MAKERS INC.                     Status     OPN     

                                                                               

 Lin  L                    Rec Qty/        Rsn                                 

 No   S    Part Number     RMA Qty    UM   Cde   Credit  Inv Adj  Replace   S  

 001  O  WATCH                 3.000  EA   DG    N NOP   N NOP    W WAI        

                               3.000  Unit Price         110.000               

 002  O  WATCH FACE            5.000  EA   OS    W WAI   W WAI    N NOP        

                               5.000  Unit Price           4.500               

                                                                               

                                                                               

                                                                                

                                                                               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                                

 F4=Prompt           F5=Detail           F7=Header           F14=Open Item Entry

 F16=Inventory Adj   F18=SO Maintenance  F19=Postbilling     F24=More Keys     

                                                                               

    RMA Receipt Control Multi-Line screen.

   Notice the RMA quantities, RMA reason codes, and RMA status codes for each line

          defaulted from the RMA Maintenance conversation.

RMA Receipt Status Codes

RMA Receipt Status Codes are held on Reference File category G73.  There are three system-defined codes as well as two user-defined codes.  The system-defined codes are:

·     Waiting

·     No Processing

·     Complete.

Reference File category G73 allows you to enter a one character code for each status as well as a three character decode.  The figure above shows the RMA Receipt Status Codes for RMA 00000036.  For this example choose codes (W) for Waiting, (N) for No Processing, and (C) for Complete.

The figure below shows the RMA Receipt Status codes as they are defined on Reference File category G73.  These codes and decodes are what will appear on the RMA Receipt Control detail screens.

 

WILLIAMS                       COMMON FEATURES                        11/19/92

 DSP01                    REFERENCE FILE CATEGORY G73                    CHANGE

                                                                               

                   Category Name        RMA RECEIPT STATUS CODES               

                                                                                

                                        BLANK KEY                              

                   Category Key                                                

                                                                               

                                                                               

            RECEIPT STATUS CODES                                               

       Data NWCFK                                                              

            XXXXX                                                              

                                                                               

            DECODES:   NO PROCESSING    WAITING      COMPLETE                  

       Data                 NOP           WAI          COM                     

                            XXX           XXX          XXX                     

                                                                               

            USER DEFINED     USER DEFINED                                      

       Data      FAs              KEL                                          

                 XXX              XXX                                          

                                                                               

 F2=Command          F3=Exit             F9=Inquiry          F10=Function Select

 F12=Lower Case      F15=Rekey Data                                            

                                                                                

       Reference File category G73 (RMA Receipt Status Codes).

  Used to suggest further processing to the RMA Receipt Control conversation.

RMA Receipt Status Codes suggests several updates to the system.  These codes default based upon the RMA reason codes on each line.  The watches on line 001 of the RMA were damaged (RMA Reason Code = DG).  The RMA Receipt Status Codes suggest the following processing:

·     Credit = (N) No Processing:  Since the customer wants replacement watches, do not update their credit.

·     Inv Adj = (N) No Processing:  The returned watches should not be replaced in inventory, so do not update your inventory.

·     Replace = (W) Waiting:  The customer would like a replacement for the damaged watches.  Issue another sales order to replace them.

Note:    This processing is suggested by the way you set up your RMA reason codes on Reference File category G74.  If you would like different processing for a damaged good, set up RMA reason code DG differently.

Use F18 = SO Maintenance to access the Sales Order Maintenance program.  All open RMA lines that have an RMA Receipt Status Code of (W) Waiting will be passed to Sales Order Maintenance.  After you issue the replacement sales order you will need to update the RMA Receipt Status Code (Replace) with (C) Complete.  There are no changes necessary for RMA Receipt Status Codes (Credit) or (Inv Adj) so you do not need to change them (see the following illustration).

 

WILLIAMS    CO  001           RMA RECEIPT CONTROL              USD    12/02/92 

 DSP01       WHS BEL                                                 MULTI-LINE

                                                                               

 Bill-to WMINC        WATCH MAKERS INC.                     RMA Number 00000036

 Ship-to WMINC        WATCH MAKERS INC.                     Status     OPN     

                                                                               

 Lin  L                    Rec Qty/        Rsn                                 

 No   S    Part Number     RMA Qty    UM   Cde   Credit  Inv Adj  Replace   S  

 001  O  WATCH                 3.000  EA   DG    N NOP   N NOP    C COM        

                               3.000  Unit Price         110.000               

 002  O  WATCH FACE            5.000  EA   OS    W WAI   W WAI    N NOP        

                               5.000  Unit Price           4.500               

                                                                               

                                                                                

                                                                               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                                

                                                                               

 F4=Prompt           F5=Detail           F7=Header           F14=Open Item Entry

 F16=Inventory Adj   F18=SO Maintenance  F19=Postbilling     F24=More Keys     

                                                                               

 

    RMA Receipt Control Multi-Line screen.

Notice the RMA status codes for customer credit, inventory adjustment, and replacement

  sales order on each RMA line.

The watch faces on line 002 were due to an overshipment (RMA Reason Code = OS).  The RMA Receipt Status Codes suggests the following processing:

·     Credit = (W) Waiting:  Since the customer does not want a replacement for them, update the customer's credit to show the return.

·     Inv Adj = (W) Waiting:  Update the inventory to show the receipt of the good watch faces.

·     Replace = (N) No Processing:  Since the customer does not want a replacement for the watch faces, do not issue another sales order.

Use F19 = Postbilling to access the Postbilling & Memo Entry program to update the customer credit and your inventory records.  All open RMA lines that have an RMA Receipt Status Code of (W) Waiting will be passed to postbilling.  As before, once you update the customer's credit and your inventory, change the RMA Receipt Status Codes for those areas (Credit and Inv Adj).  There is no need to update the replacement sales order RMA Receipt Status Code (Replace) because it requires no changes.  Remember, the system will not update these RMA Receipt Status Codes--you must manually update them (see the following illustration).

 

WILLIAMS    CO  001           RMA RECEIPT CONTROL              USD    11/19/92 

DSP01       WHS BEL                                                 MULTI-LINE

                                                                               

 Bill-to WMINC        WATCH MAKERS INC.                     RMA Number 00000036

 Ship-to WMINC        WATCH MAKERS INC.                     Status     OPN     

                                                                               

 Lin  L                    Rec Qty/        Rsn                                 

 No   S    Part Number     RMA Qty    UM   Cde   Credit  Inv Adj  Replace   S  

 001  O  WATCH                 3.000  EA   DG    N NOP   N NOP    C COM        

                               3.000  Unit Price         110.000               

 002  O  WATCH FACE            5.000  EA   OS    C COM   C COM    N NOP        

                               5.000  Unit Price           4.500               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                               

                                                                                

                                                                               

                                                                               

                                                                               

 F4=Prompt           F5=Detail           F7=Header           F14=Open Item Entry

 F16=Inventory Adj   F18=SO Maintenance  F19=Postbilling     F24=More Keys     

                                                                                

 

    RMA Receipt Control Multi-Line screen.

Notice that all suggested processing has been completed.  All RMA status codes are with

          No Processing (N) or Complete (C).